Account Clerk - Receptionist

Description

The city will hire a Receptionist or an Account Clerk - Receptionist based on the selected candidates qualifications and experience. The primary duties of this position will be maintaining the front desk of City Hall. Please apply for which position you feel best qualified.

Performs general clerical and accounting functions and applies basic principles of accounting in support of accounting systems for assigned functional areas such as payroll, accounts payable, accounts receivable, utility billing, collections, cash management, grant administration, special districts, and auditing. The Account Clerk is the first level of the Account Clerk series and is distinguished from higher level Account Clerks, which are journey level positions requiring a higher skill level, greater experience and independence.

SUPERVISION RECEIVED:
Works under the general supervision of the Purchasing Agent.

SUPERVISION EXERCISED:
Job has no responsibility for the direction or supervision of others.

Essential Duties and Responsibilities

Provides customer service to walk-in customers and over the telephone; receives payments via credit card, check, and cash; makes change; directs customers and/or callers to appropriate internal individuals; answers routine questions and provides customers with requested forms, information, and/or paperwork.

Verifies transactions and complies with policies and procedures. Research and processes monthly utility bills, reconciles monthly vendor statements. Processes vendor credits.

Answers inquiries or directs phone calls to appropriate parties throughout the City.

Demonstrates proficiency in excel at an intermediate level. Maintains aging reports, updates various reports, spreadsheets, records, and desk procedures.

Sets up utility accounts in accounting software by creating new customer accounts, assigning services to new locations, and performing records management functions for utilities. Assists with the maintenance of routes for billing, electronic meter inventory, meter locations, and puts all meter locations into appropriate cycle routes. Maintains hydrant/construction meters, processes all applications for service, and requests utility personnel to install meters.

Assists with all aspects of cycle, off cycle and final billing process for Water, Wastewater & Sanitation including downloading/uploading reading information to meter reading equipment, analyzing meter reading exception reports for consumption errors, posting calculated charges and review for accuracy, and generating and printing bills. Verifies receipt of service orders brought in by utility personnel to be closed out in accounting software. Processes all initial/final service orders into system to generate final billing and prints final bills.

Assists with processing the City’s payroll using established guidelines. Reviews timesheets from City departments to ensure accuracy, completeness, and proper authorization.

Performs charge calculations maintenance, miscellaneous charges, credit balances. Creates customer letters and/or service orders for shut off, cancels bills and rebilling, and applies new account fees.

Implements and maintains an automated Accounts Receivable system including assessments within accounting software. Creates and processes invoices for all City departments. Assists with the maintenance of policies and procedures. Assists with the collection process.

Maintains transit system bus passes and provides a monthly report to the Grants Manager regarding sales and inventory.

Maintains the merchandise cabinet and inventory; communicates with City Clerk’s office for ordering more merchandise as well as customer requests on type of merchandise.

Maintains the Animal Licenses including reporting, notices, and requests from other agencies.

Assists with scanning for the Finance Department when necessary.

Assists with coordination of records retention for assigned functional area and is familiar with all departmental requirements based on State of Arizona Records and City’s Records Management Retention guidelines.

Performs all duties in strict compliance with appropriate safety and security standards. Ensures all applicable safety and health rules and regulations are followed.

Demonstrates continuous effort to improve operations, decrease turnaround times, streamline work processes, and work cooperatively and jointly to provide quality seamless customer service. Participates in the accomplishment of organizational, departmental and workgroup goals and objectives.

Performs other duties of a similar nature or level as assigned.

PERIPHERAL DUTIES:

Assists with transit system bus passes, utility billing back up, and reception back up.

Desired Minimum Qualifications

Education and Experience:

• Graduation from high school or GED equivalent; and
• One (1) year of general office or accounting experience; or
• Any equivalent combination of education and experience.

• Knowledge of computers, computerized accounting systems and electronic data processing; Office practices and procedures; knowledge of governmental accounting principles and practices; and
• Skill in entering, adjusting, and retrieving data using a computer; and
• The ability to perform a broad range of responsibilities, communicate effectively both verbally and in writing, establish and maintain successful working relationships, work under pressure with frequent interruptions.

Special Requirements

• Valid Arizona Drivers License or ability to obtain within six (6) months of employment.
• Must be bondable.

For an overview of Full Time benefits click here